Save Time and Money, Go Paperless at Your Office

While you may not notice its impact in the short run, going paperless saves you (as a company) time, money, and of course space in the long run. However, you need to be realistic when starting out on the transformation while also bearing in mind that it’s a gradual process.

The fast-changing technology has made it even much easier for companies to go the paperless way, and this, of course, comes with numerous benefits. But how do you begin this journey? Here are a few tips to help you go paperless:

Train Your Workforce

First, consider training your employees and help them adapt to the new changes. This is to ensure that they can easily process and handle any electronic documents like emails and invoices.

Give Out a Printing Budget

As stated earlier, going paperless is a gradual process, therefore, starting out with a printing budget for your employees is a good way to ensure less printing is done. Also, go a step further and reward their efforts for printing fewer documents.

Say Yes to Online Forms

Online form can be used for more than just collecting newsletter subscribers. Cut down on paper job applications by creating a job application form; gather customer satisfaction data; and give prospective customers a way to reach you via online forms. Be sure to use safe, secure forms to protect the data.

Embrace the Scanning Culture

This, of course, starts with you at the management level. Encourage your staff to scan every document they receive or work on as this will greatly reduce their dependency on hard copy documents. As a matter of fact, scanning and digital filing provide extra protection for your company’s documents.

Furthermore, you can take advantage of the online application systems (like the cloud-based applications) which enables you to easily share data with other companies as well as suppliers.

Adopt the E-signature

The digital signing of documents can greatly save you time and money since you no longer need to print, sign, and then do the scanning.

Consider Reducing the Number of Printers

This is one of the easiest ways to discourage printing in your office or company. In case you have four printers, consider reducing the number to one. The move will inconvenience most of your staff who’ll have to wait to utilize the machine.

However, it’s a good way to kill the printing culture since the inconvenienced will resort to other options.

Conclusion

In as much as the paperless system saves you time and money, it also enhances your flexibility at the workplace. Everyone in the company can easily access information anytime and anywhere and hence a boost to the company’s overall output.

And if you thought your office looks neat, maybe you should consider taking a snap of it and compare it later with your new office after all the paperless changes begin to rock your office. You’ll discover that you have an additional space that, if well used can positively impact your employees’ performance. Here is how you can use the extra space.

Ready to transform into a paperless office? It’s possible, however, remember to move at your convenient pace considering that it’s a gradual process—and the amount of time taken to completely achieve the transformation varies from one company to the other.